English
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SpanishAt some point, everyone needs to miss work due to illness. But how do you call in sick professionally in English — especially if you’re not a native speaker?
Whether you’re feeling unwell for a day, need to take a few days off, or you’re working remotely and can’t perform your tasks, this guide shows you how to communicate clearly, respectfully, and without stress.
Guide To Calling In Sick: When To Call and What To Say
Why It’s Important to Call in Sick Professionally
When you’re sick, your health comes first. But in a professional setting, how you inform your manager matters. Calling in sick the right way helps you:
Maintain trust and professionalism
Set clear expectations about your availability
Avoid confusion or misunderstandings
Show responsibility, even when you’re not at work
Let’s look at how to do it right — by phone, email, or message.
When and How to Call in Sick Professionally
1. Call or message as early as possible
Let your manager or HR know as soon as you realize you’re too sick to work. Early notice helps them plan for your absence.
✅ Example:
“Hi, I just wanted to inform you early that I’m not feeling well today. I won’t be able to work and will rest to recover. Thank you for your understanding.”
Politely Apologize When You Can’t Make it to the Meeting
2. Be brief but clear
You don’t need to go into personal health details. Keep it professional and to the point.
❌ Avoid:
“I think I caught a virus from my cousin and now I have a sore throat, runny nose, headache, and stomach issues…”
✅ Better:
“I’m feeling unwell and won’t be able to work today. I’ll keep you updated if I need additional time.”
3. Include key information
When you call in sick professionally, be sure to mention:
That you’re sick and not coming in
How long you expect to be out (if known)
If you’re reachable or completely offline
When you’ll update them next
Email Template: How to Call in Sick Professionally
If you’re sending an email, here’s a simple, effective format:
Subject: Sick Day Notification – [Your Name]
Hi [Manager’s Name],
I wanted to let you know that I’m feeling unwell today and won’t be able to work. I will take the day to rest and recover and will check in tomorrow to let you know how I’m feeling. Please let me know if you need anything from me in the meantime.
Thank you for your understanding.
Best regards,
[Your Name]
How to Write Professional Emails in English
Sample Phrases to Call in Sick Professionally
| Situation | Sample Phrase |
|---|---|
| One-day illness | “I’m taking a sick day today due to illness. I’ll rest and be in touch tomorrow.” |
| Multiple days | “My doctor has advised a few days of rest. I’ll update you on my return by [date].” |
| Remote work but can’t perform | “I’m too unwell to work effectively today, even from home, and need a full rest day.” |
| Informal message to team | “Hi team, just a heads-up — I’m out sick today. Please loop me in on anything urgent via email.” |
What NOT to do When You Call in Sick Professionally
Even if you’re close to your manager, avoid these mistakes when trying to call in sick professionally:
❌ Sending a vague or unclear message
❌ Calling last minute without a reason
❌ Disappearing without any communication
❌ Oversharing personal health details
❌ Sounding casual or unprofessional (e.g., “Hey, can’t work today lol”)
Text Message Example for Quick Notification
If your workplace uses messaging (Slack, Teams, or even WhatsApp), here’s a professional text you can adapt:
Hi [Manager’s Name], I’m feeling under the weather today and won’t be able to work. I’ll take the day to rest and will check in tomorrow with an update. Thanks for understanding.
Chart: What Method to Use and When
| Method | When to Use |
|---|---|
| Phone call | Urgent notice or company policy |
| Formal workplace or planned sick leave | |
| Messaging app | Informal teams or quick heads-up |
| HR system form | If required for records or official sick days |
Final Thoughts: Be Honest, Be Clear
To call in sick professionally, you don’t need a perfect script. You just need to be polite, timely, and clear. Keep your message short, professional, and considerate. Most workplaces understand — your health matters.
If you’re not sure what your company expects, check your sick leave policy or ask your HR team in advance (when you’re well!).
Key Takeaways
✅ Notify early — the sooner, the better
✅ Be polite, clear, and professional
✅ Use short, simple English — no need to explain every symptom
✅ Mention your availability and follow-up plan
✅ Use the right method for your company (call, email, or message)